The Resource Profile is the primary repository of consistent resource information and is divided into several tabs. Data that is related has been categorized and separated on the tabs, as indicated by the tab titles. Processing and the general look and format of the functions is similar to the consumer face sheet.

A primary responsibility of the RC is to monitor service providers to insure that the standards and requirements such as licensing, insurance, and Tile 17 are met and that they comply with the vendorization requirements. Depending on the type of vendor, periodic, scheduled and unscheduled visits are made to the vendor facility. Pursuant to these monitoring activities, the RC maintains considerable data specific to the vendor and a comprehensive history and audit trail on a series of forms referred to as Monitoring Tools. The Resource Profile supports the processing of these forms and data from the profile is typically pre-filled on the forms when they are created.

The following pages are used to monitor individual vendors. As different regional centers use different forms based on different local requirements, these forms are representative of the data collected and process conducted by regional centers in general. Because Kea-Live is highly customizable, accommodating local requirements is relatively easy to do.

The monitoring (QA) process may involve completing forms offline at the vendor site, and in this case, the forms are printed, signed, and left with the vendor. Note the Offline Forms post that describes the process. The following page lists the forms that have already been entered for the current vendor. When a new form is needed, clicking the Add (plus) icon displays the available forms as shown in the 'New Form Selection Popup page below the list page.

Forms List

You may select any of the forms by clicking the View/Edit icon or you may create a new form by clicking the Plus icon which will display a popup window of available forms as shown below.

The CDER or Client Development Evaluation Report contains diagnostic and evaluation information for each consumer. For children up to 36 months of age this form is called the ESR or Early Start Report. The CDER must be completed or updated whenever a consumer’s IPP is created or reviewed and should also be updated when there is a significant change in the consumer’s mental or physical abilities.

The upper-left ‘Save’ (disk) icon stores the data and should be used before printing (visible only when the ‘Modify’ (pencil) icon is first selected from the CDER List). The ‘Print’ (printer) icon prints the page using Crystal Reports. The ‘Back’ (arrow) icon takes you to the CDER List.

The CDER contains three sections or tabs: a Diagnostic Element, an Evaluation Element and an Evaluation Narrative History. The Diagnostic Element allows detailed analysis of the consumer’s condition, including universally recognized diagnostic codes. The Evaluation Element documents demonstrated skills, challenging behaviors and social adjustment. The Evaluation Narrative History retains previous evaluation details including whether the consumer qualified for any Medicaid Waivers.

Once the CDER is complete, a Program Manager can review and validate it by checking the “Validated” box in the upper left. The success or failure of the goals chosen in the IPP should be described in the CDER. If a medical condition has improved to the point a Medicaid Waiver is no longer qualified for, the Narrative History needs to record this.

A Special Incident is an occurrence of suspected abuse, suspected neglect, injury requiring medical attention, unplanned hospitalization, and missing persons, if they occur when a consumer is receiving services funded by a regional center (under vendored care). In addition, any occurrence of consumer mortality or a consumer being the victim of a crime must be reported whether or not it occurred while the consumer was under vendored care. The Special Incident Report (SIR) must be filled out within 24 hours after an event occurs. The SIR form is divided into four sections or tabs: the SIR itself, Text Continuation, Follow-up List and Overview. A task bar specific to the SIR contains the ‘Save’ icon which stores the data and should be used before printing. The ‘View Notes’ (pages) icon opens a new window with this client’s ID Notes. The ‘Print’ (printer) icon prints the page using Crystal Reports. The ‘Back’ (arrow) icon takes you to the SIR List.The report itself mirrors the form provided by the state. It specifies the ‘who, what, where and when’; specifically: the date, time and location of the special incident; the name and date of birth of the consumer involved; a detailed description of the incident; any treatment provided to the consumer; the action taken by the vendor, the consumer or any other agency or individual in response to the special incident; the law enforcement, licensing, protective services and/or other agencies or individuals notified of the special incident or involved in it.

The Text Continuation allows additional commentary, including on previously diagnosed conditions that may be relevant to the incident. The Follow-Up provides details on any actions taken since the filing of the initial report. The Overview records the actions and results of the institutions involved.Each SIR includes a distribution list of individuals, managers, contacts or anyone else who is involved with the report. When saving the form, the user is asked if it should be distributed to this list, which will cause an SIR item to appear on their To-Do List.Data automatically carried forward from Consumer Profile:Special Incidence Report: Consumer Name, Gender (renamed Sex to conform with actual SIR), DOB, UCI# Follow-up List: Consumer Name. Sex, DOB, UCI, SC Name and Group. StatusData from CDER:Text Continuation: Aggressive Social Behavior, Self-injurious Behavior, Destruction of Property, Running or Wandering Away, Emotional Outbursts, Mental Disorder

The My Settings page lets you change configuration settings and defaults. These settings are categorized as 'Login and Timeout' parameters, 'Transaction Defaults', 'To Do List options', and 'Label Definitions'. Other agency specific data may also appear which will be described in agency specific posts.

The 'User ID' and 'Login Name' are system provided and cannot be changed. The user password can be changed here by entering the new value in the ‘New Password’ and ‘Confirm Password’ fields. Agency parameters set by the System Adminstrator will define the format of the password. For example, number of characters and character type.

The 'Session Timeout' field specifies the number of minutes of inactivity, after which the system will stop processing and return to the login page. Both the password and timeout parameters are required and should be set to meet HIPAA requirements.

ID Note transactions are used for virtually all activity related to case management and therefore consumes much of a case manager's daily work. The 'Transaction Default Data' fields provide for more efficient and faster processing of ID Note transactions.

The 'Transaction Type' should be set to the most often entered ID Note type. When entering a new ID Note, this type will be pre-filled. Each Type can have one or more templates. These templates pre-fill the ID Note 'Description' field during entry. The case manager can select the default template for each type in the 'Default Description Template' table. The permissible transaction types are listed in the table and to select the default template, click on the 'Edit' icon and a list of templates will appear, from which you can select the default. Both the type and template may be changed during entry.

The list of 'To Do Tasks' allow for selection of various tasks which will appear in your To Do list. In your normal work flow, you may not normally execute some of the tasks in the list. In this case, you can just insure that these tasks are unchecked.

One of the most powerful features of Kea-Live is that of being able to change field labels and other text on the system such as column headings, section titles, etc. which is set in 'Label Settings'. Different agencies will use different terms for the same data. For example, some agencies use the term 'Case Manager' while another may use the term ' Service Coordinator'. One may use the term 'D.O.B.' while another may prefer spelling it out as 'Date of Birth'.

The area or department within which you work may also require different terminology from other departments. Accounting, which may also need access to certain consumer data might prefer the term 'Client' as opposed to 'Consumer'; but in all other cases will use the same definition as case managers who prefer 'Consumer'. This minor difference can be accommodated by defining similar, but different definitions.

This text can be predefined and set into any number of label definitions. Your agency administrator will define these definitions and will most likely advise you as to which to use if the agency has more than one definition.

The Tickler function is central to Kea-Live and provides Service Coordinators and Program Managers with timely reminders for actions they are required to take. Ticklers exist for both consumers and vendors and typically are for the major, required forms such as the IPP. They consists of 3 dates: for consumers they are scheduled date of meeting, actual date of meeting and completion date; for vendors they are QA monitoring, monitoring follow-up and completion date. ID Notes are created for each date. Once a completion date has been entered, the only way to see that Tickler is to check the “Include Completed Items” box at the page top.The Status Dates function from the Consumer Profile allows setting the base month and Tickler Cycle, the information that initializes the Tickler’s type. For Early Start, the default base month is the due date month, for Lanterman, it’s the birth month (a base month displayed in red means it is not the birth month). Once an initial date has been entered, the base month and cycle cannot be changed. The Report field displays where the Tickler is in the current cycle and is color coded. Consumer names in yellow qualify for Medicaid Waiver and those in pink are attached to another SC and assigned only temporarily. The Group and User fields are automatically filled in, SCs cannot change these values but Project Managers and Administrators can. The upper-left ‘Save’ (disk) icon stores the data and should be used before printing (SCs do not have this icon and printing will save time and location entries). The “Map” (globe) icon creates a printable map with that month’s meetings on it. The ‘Print’ (printer) icon prints the page using Crystal Reports. Data automatically carried forward from Consumer Profile:Consumer, DOB, Residence Type, Base MonthData from POS:Vendor #ID Notes are created any time a date is entered and all time spent from arranging the initial meeting to creating the final thank you letter must be recorded in a Note. Letters are sent to the mailing address from the face sheet, in the consumer’s preferred language if possible. Dates are usually changed by creating a new ID Note, not updating the date originally selected in the Tickler. If an Administrator does change a Tickler date they must also manually delete any associated ID Notes.

NOTE:There is a general or miscellaneous Tickler that is being developed and will be implemented soon. It can be used for many other events or reminders, even those of a personal nature for the Service Coordinator, such as birthdays or approaching holidays. Please check in the 'Coming Soon' category for Miscellaneous Ticklers.

Post Categories

About PostsPosts are grouped into the categories listed above. Within each category, the latest Posts are listed firstand there are a maximum of 10 posts per page. Use the navigation arrows to move from page to page.

Some posts are in more than one category. If you click on a Post Category, only the Posts in that Category will be shown in the content area to the left.In all categories, you are welcome to enter comments. Posts other than Articles and Profiles, are part of the overall training and support of Kea-Live. After initial training, these posts, combined with page and field help, make training in large part, self guided.